Employee Advisory Council

Purpose 

The Council is sponsored and endorsed by President’s Office and it exists to foster bidirectional communications and dialog for all Classified Staff and Administrative & Professional positions. We will promote a positive and collaborative work environment that is committed to assessing, prioritizing and communicating employee needs. We also serve as a focus group/advisory panel by providing a feedback loop on broad issues and potential new programs that can impact UTMB Classified Staff and A&P Positions positions. 

Role of Members 

§         Attend and participate in meetings.

§         To serve as an entity representative for all non-faculty employees (staff);

§         To provide a vehicle for communication of interest, concerns and issues that affect staff at all UTMB locations;

§         To present recommendations to the UTMB President;

§         Ensures active role to get communication of outcomes disseminated to entity represented by member.

 Role of Advisors 

§         Attend and participate in meetings

§         There will be two standing non-voting positions/appointees: President’s Office representative and HR representative. 

§         Facilitation of the group success. 

§         Provides institutional perspective and linkage to existing processes and protocols.

Role of President 

§         Serves as sponsor of the Council.

§         Endorses supports and promotes the purpose and activities of the UTMB-EAC.

§         Solicits feedback from Council members on issues that effect Classified and A&P Staff.

§         Responds to concerns, issues, and recommendations from the UTMB-EAC

§         Determines if decision (s) making needs to be done by designee (s)

Boundaries 

The Council may make recommendations on general institutional policies/programs but does not act on personal or individual issues.  The Council may advise on specific institutional issues and otherwise acts at the request of the President.  The Council functions in an advisory capacity.  The Council will keep staff members informed and, in turn, keep the President and leadership of needs and interests of staff on issues and activities affecting them.

§         In-scope issues (examples)

o       Directives from UTMB Leadership

o       System-Wide Institutional Programs & Processes

o       Serve as Focus Group representing Classified staff and Administrative & Professional Staff on potential institutional programs

o       System-Wide levers that drive the culture

§         Out of scope issues (examples)

o       Disaster preparedness

o       Disciplinary and performance issues

o       UT/Regulatory/Legislative Mandates (examples: UT System Benefits, Legislative Across the board pay raises or holiday time allotments)

o       Individual employee complaints

o       Issues that duplicate existing processes and protocols that work

Elections 

We will use electronic ballots with the nominations having a biography and photograph. Tie the terms to calendar year.  The nominees will need supervisory approval to be considered for nomination and election.  A nomination and election committee will be formed each year to coordinate nominations and elections processes.  Members will serve a three year term with 1/3 of the membership being elected each year.

If a member misses 3 meetings in a rolling 12 month period, their ability to continue as a member of the committee will be put up to a vote.  A majority will determine

Meetings 

Monthly meetings will be used for the organizing council.  After the Council is formed they will meet on an every other month basis with the ability to call special meetings as directed or needed.  The meetings will each have a published agenda that will go to members at least one week before the meeting.  Meeting minutes will be distributed to members no later than one week after the meeting.

Group Decision Making Process 

When faced with decisions, the EAC will strive for consensus.  In the event of a tie vote the Chair’s vote will break the tie.